Visitor Management for Commercial Staff

Visitor Management for Commercial Staff

Visitor Management for Commercial Staff


With VTS Rise's Visitor Management features, staff can manage visitors with ease freeing them up for their other responsibilities. In the staff portal, you can approve or reject visitors as well as see previous visitors. In this article, you will learn:
  1. How to create a Visitor Pass in the Staff Portal
  2. Bulk Printing Visitor Passes
  3. How Credentialed Visitors enter your property using the Visitor Kiosk
  4. Looking up a Visitor Pass if they are unable to use the Kiosk.
  5. Uncredentialed Visitor's workflow using the Kiosk to enter the Property
  6. View photos of Uncredentialed Visitors taken using Kiosk


Creating a Visitor Pass

Step 1
After logging into the Staff Portal, select Visitors in the left side menu or in the center of the screen.



Step 2
Select Add Visitor. A drop-down will appear allowing you to select Create visitor pass, Import via CSV, or Download sample CSV.
Tip: If importing via CSV, download the sample CSV first.



Step 3
Enter all occupant and visitor information and select Submit.


Step 4
The visitor pass is texted, emailed, or printed (if the property has a pass printer installed). The visitor can be checked in from here.


Printing Visitor Badges in Bulk

Staff can print Visitor Badges after manually creating Visitor Passes in bulk. This is helpful if a large group of visitors is expected. Staff can save time by preemptively printing badges instead of searching for the visitor upon arrival.
Note: This workflow only works when manually adding in bulk, not when uploading via CSV.

Step 1
Select Visitors under the left side menu features or in the center of the screen.



Step 2
Select Add Visitor and then Create visitor pass in the drop-down.



Step 3
Add the visitor contact details, selecting Add another visitor to continue adding visitors.



Step 4
When you are finished adding Visitors, deselect Add another visitor and select Submit.



Step 5
This will open a window prompting Print badges for newly added visitors? Select Yes to print the badges.



Authorized Visitors in the Staff Portal

Authorized Visitors are visitors that have a visitor pass valid for today or in the future. 

Step 1
To view visitor passes that are valid in the future, select the date range you would like to view under Date.



Step 2
This will show visitor passes that are valid during that time period. Visitor passes that are not valid today, but in the future will be listed as Invalid Pass.
To see the validity of a visitor pass, select the pass, this will open up the visitor details. 




Existing Visitors in Staff Portal

Existing Visitors are visitors that have used their visitor pass or the Kiosk to check-in. This is a record of visitors coming into your property. Use the filters on the right side to search for specific visitors.



Credentialed Visitors

Visitor Uses Kiosk

Step 1
Visitor scans Visitor Pass at Visitor Kiosk.



Step 2
The Visitor Kiosk sends a notification to the occupant, notifying them of visitor’s arrival.



Step 3
If you are using Rise Lift, the visitor will use their visitor pass in the elevator to unlock the floor they are visiting. If not, the visitor will proceed to the tenant space.

Visitor Unable to use Kiosk

Step 1
Select Visitor from the left navigation menu or center of the screen in the staff portal.



Step 2
Use the search bar to search for the visitor’s name.



Step 3
If pre-approved, staff will email, text, or print (if the property has a pass printer installed) the Visitor Pass to visitor granting them entry into the building.


Visitors that are Not Credentialed

Visitor Uses Kiosk

Step 1
The visitor approaches the Visitor Kiosk and selects Directory, then searches for Tenant and Occupant.



Step 2
Visitor Kiosk prompts the visitor to take a picture and enter visitor details.

Step 3
Visitor Kiosk sends a push notification to the occupant asking for approval of visitor entry.
  1.  Approved: A Visitor Pass is texted/emailed to the visitor to be used for entrance to the property.
  2. Denied: Visitor will approach the Security Desk to gain access.
  3. Unanswered: Kiosk will prompt an automated call to occupant asking for visitor’s permission to gain access. 

If Visitor is Unable to use the Kiosk

Step 1
Obtain verbal approval of visitor access from Occupant. Select Contacts, search for the tenant to retrieve the occupant phone number.



Step 2
After approval, select Add Visitor under Visitors. You have the option to Create visitor pass or Import via CSV.
Tip: If importing via CSV, download the sample CSV first.




Step 3
Enter all occupant and visitor information and select Submit.


Step 4
The visitor pass is texted, emailed, or printed (if the property has a pass printer installed), and the visitor is granted access to the building.



Viewing Photos taken by Kiosk of Uncredentialed Visitors in Staff Portal
After a Visitor gets credentialed by the Kiosk, Staff are able to view the photo taken by the Kiosk in the Staff Portal.

Step 1
After logging into the Staff Portal, select Visitors under the left side menu features or in the center of the screen.



Step 2
A list of visitors with valid passes for today will appear. Select the visitor to see their photo. 




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